U.S. Department Of The Interior

1
DOI LEARN SF-182External Training Request Form
(ETRF)Process For Supervisors

• U.S. Department Of The Interior

2
There Are Two Types of TrainingRequests Managed
in DOI LEARN

• NEW! External Training Events SF-182 NEW!
• An external training event is a training course
  NOT offered through the DOI LEARN catalog. These
  are most often managed by a training vendor
  external to DOI.
• To request and obtain supervisory approval to
  attend an external training event, complete the
  NEW SF-182 in DOI LEARN.
• DOI LEARN training approvers, supervisors,
  instructors, course coordinators, or
  administrators can complete an external training
  request for an individual user.
• Completion status of an external training event
  must be updated by a supervisor or administrator
  once evidence of attendance or completion is
  received..
• The SF-182, External Training Request Form, is
  intended only for DOI employees.

• In-House Training Events
• An in-house training event is managed by DOI
  offices or bureaus and is available in DOI LEARN.
  
• DOI LEARN users can register for in-house
  training via the DOI LEARN Course Catalog.

3
Managing Training Recordsin DOI LEARN

• DOI LEARN does not automatically make payment for
  any external training . Follow bureau-specific
  procedures to pay, as designated by your finance
  or budget office point of contact.
• DOI LEARN does not directly contact the vendor.
  Follow bureau-specific procedures to register for
  the external training event.
• DOI and OPM Guidance on use of the SF-182
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/Policy20on20Use20of20SF20182.pdf\
• http//www.opm.gov/hrd/lead/pubs/handbook/lrbsa12.
  asp
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/OPM20Policy20for20Use20SF-182.pdf
• Users must ensure that all information requested
  on the SF-182 form is provided prior to final
  approval.
• Many of the SF-182 fields are populated from the
  DOI LEARN User Profile.

4
First, update your User Profile in DOI LEARN

• Log in to
• DOI LEARN at http//doilearn.doi.gov
• Click on Administration My Information

Click on Administration first
THEN Click on My Information to update your
profile
5
Update your Profile in DOI LEARN

• Make sure all of your employees are assigned to
  you in your Supervisors Students box.
• If you need to add anyone, select the blue
  and add them.

6
Requesting Training not in DOI LEARN(The SF-182,
External Training Request Form)

• To request external training, DOI employees must
  complete an SF-182, External Training Request
  Form (ETRF).
• Employees complete the automated SF-182, ETRF, by
  selecting the Request External Training link,
  found on the DOI LEARN Catalog page to the right
  of the Search button.

Select Request External Training.
7
Process for Supervisors/Training Approvers
toComplete an SF-182, ETRF on Employees Behalf

• Supervisors or training approvers can submit an
  SF-182 on behalf of their employees.
• To do this select Administration, then User
  Management.
• Enter the employees last name and select search.
  

Enter employees last name and select search.
8
Process for Supervisors/Training Approvers
toComplete an SF-182, ETRF on Employees Behalf
(contd)

• In the results from the employee search, locate
  the employee and select the edit link under the
  transcript column.
• Select the Submit SF-182 request for this
  student button.
• Fill in all blank required fields on the form.
• Save the form (same as submitting).
• NOTE Since each official record is linked to an
  employees social security number, you must
  submit the request via the students transcript
  area, so the record can be electronically sent to
  OPM when finalized in DOI LEARN.

Select the Submit SF-182 Request for this
Student button
9
Process for Supervisors/Training Approvers
toComplete an SF-182, ETRF on Employees Behalf
(contd)

• Notes
• Some fields on the SF-182 are pre-populated from
  the employees DOI LEARN user profile, saving
  data entry time.
• There is a 20 minute time-out setting for system
  security. If you do not complete a form within 20
  minutes and are timed out, just log back into
  the system and continue completing the form where
  you left off.
• Supervisors/training approvers must update the
  form, if needed, prior to sending confirmation,
  as this information becomes an official personnel
  record once approved.

10
Example of an Incoming E-mail to
SupervisorsAfter Employees Apply for External
Training

• The supervisor or training approver will receive
  an email after an employee applies for training
  in DOI LEARN.

11
How to Approve or Cancel An SF-182, ETRFin the
DOI LEARN Approval Queue
You will find the Approval Queue link under the
Course Catalog tab.

• Supervisors/training approvers will approve an
  SF-182, ETRF, request through the Approval
  Queue link found under the Course Catalog tab
  in DOI LEARN.
• The Approval Queue link is only be visible to
  system specified supervisors/training approvers.

Approval Queue link
12
How to Approve or Cancel An SF-182, ETRFin the
DOI LEARN Approval Queue (contd)

• Search for a specific employee by entering their
  last name and selecting Search.
• To view all assigned employees, leave the last
  name field empty.
• In the Type field, select the EXT option.
• From the results, locate the employee to approve
  and select the Awaiting Approval link under the
  Actions column.

Selecting the EXT option in the Type field will
filter for external requests only.
Select the Awaiting Approval link under the
Actions column to see SF-182 Administration.
13
How to Approve or Cancel An SF-182, ETRFin the
DOI LEARN Approval Queue (contd)

• NOTE
• You can filter further by selecting an option
  under the View field. For example, to see all
  external requests that were canceled or denied,
  enter EXT in the Type field and All Denied in
  the View field.
• There are many options available under the View
  field. Some include, Request Date, User, Action,
  Org Code, Org Name, Type of Training, Class
  Dates, Course Name, Tuition, Action Date,
  Responder and the Print SF-182 button.
• Supervisors can also e-mail employees to ask
  questions, prior to approval, directly from the
  Approval Queue.

Select from numerous filter options in the View
field to filter more.
14
How to Approve or Cancel An SF-182, ETRFin the
DOI LEARN Approval Queue (contd)

• NOTES (contd)
• You can print the final SF-182 any time by
  filtering to that employees request then
  selecting the Print SF-182 link located to the
  far right of the search results.

To print a completed SF-182, select the Print
SF-182 link next to the employee you want a copy
for.
15
Canceling the SF-182, ETRF, After Approval

• Bad weather, illness, or another reason, may keep
  an employee from attending a learning event after
  an external request is approved.
• Supervisors/training approvers must log back
  into DOI LEARN, enter the SF-182 Administration
  screen, select the edit option next to Cancel
  Request and select yes when asked.
• NOTES An SF-182, ETRF, must be canceled by the
  supervisor/training approver in DOI LEARN, if an
  employee cannot attend a learning event for any
  reason, then resubmitted if their circumstance
  changes.
• If the SF-182 form is used for procurement, you
  must make sure payment is reimbursed via your
  organizations or bureaus procedures.

16
How Do SF-182, ETRFsBecome an Official Record?

• Once you have completed the learning event, you
  must provide your supervisor/ training approver
  with verification of completion (i.e. completion
  certificate) so they can manually update the
  event record to completed status.
• This will permanently add the event to your
  official transcript.

After you have attended the training, your
supervisor/ training approver must update your
event record to completed to finalize the
record and add it to your transcript.
17
Additional Considerations forSupervisors/Training
Approvers

• Send Confirmation Email is the action that will
  change the request to Approved in the Approval
  Queue.
• If you deny a request, no action is needed to
  cancel the request. Cancel is allowed after you
  deny but will change the action status from deny
  to cancel and this may affect the reporting
  required by MD 715 or your budget office.
• You can submit a SF-182, ETRF request for
  training that occurred in the past, as a means to
  capture past training events. This is similar to
  Extra Transcript items remember, do not enter
  separate transcript records for training that is
  provided in DOI LEARN or may have been added in
  from your old training system.
• Check procedures for your office approval and
  payment process of external payments and
  registrations for external events.

18
Features of the SF-182Administration Screen(to
edit the fields)

• Features of the SF-182 Administration Screen
  located under the Course Catalog tab, then the
  Approval Queue tab
• Edit the entire form or just sections of the
  form.
• Record multiple levels of approval.
• Print the form.
• Add comments to form.
• Approve or Deny the Request.
• Cancel the Request.
• Finalize all SF-182 actions by sending
  confirmation emails to employees and lock edit
  links.
• Record Certification of Training Completion and
  Evaluation.

19
Informational Slides Only

• The next 11 slides break down each individual
  section of the SF-182 Administration Screen, so
  supervisors better understand them.

20
Form Header Area
The form has links that provide definitions.
21
Trainee Information Area
The form is prefilled with information from your
DOI LEARN user profile. Employees should keep
profiles updated in DOI LEARN. Some data in your
profile is placed into the profile from you
payroll profile.
22
Estimated Costs and Billing Area
Employees can enter None or N/A with initial
submission if they do not know But a training
approver must make sure all data is captured
prior to final approval.
23
Approvals Area
This section is electronically filled by training
approvers that take action on the request. Make
sure employee profiles are updated in DOI LEARN.
24
Approvals/Concurrence Area
This section allows for adding an additional
approver not in the employees DOI LEARN user
profile. This can be a regional or special
training program administrator.
25
Certification of Training Completionand
Evaluation Area
If required by your bureau or office, this
section is to be Completed after the training is
attended by the employee.
26
Approve or Deny Request Area
27
Cancel Request Area
28
All Form Comments Area
29
Transaction History Area
30
Print the SF-182
31
What is Section G of the SF-182?

• A Government-wide Standard Employee's Agreement
  To Continue In Service
• NOTE This agreement must be signed by the
  nominee for all non-government training that
  exceeds 80 hours (or such other designated period
  as prescribed by the agency) and for which the
  Government approves payment of training costs
  prior to the commencement of such training.
  Nothing contained in Section G shall be construed
  as limiting the authority of an agency to waive,
  in whole or in part, an obligation of an employee
  to pay expenses incurred by the Government in
  connection with the training.
• Check with your supervisor and/or training point
  of contacts about the need to complete this
  agreement. The OPM Policy is located at
  https//www.opm.gov/hrd/lead/pubs/handbook/lrbsa3.
  asp

32
Print the SF-182, Section G
33
Function of the SF 182 Administration
Trainee Sponge, Bob    
Entire SF-182 Form Entire SF-182 Form Edit
     Form Header      Form Header Edit
     Section A -- Trainee Information      Section A -- Trainee Information Edit
     Section B -- Training Course Data      Section B -- Training Course Data Edit
     Section C -- Estimated Costs And Billing Information      Section C -- Estimated Costs And Billing Information Edit
     Section D -- Approvals Section D is auto filled when action is taken via the Approve or Deny Request link below. You can only view who has acted on the request. You must view the Form Comments to see action taken by training approvers or an administrator. You can add or view additional comments linked to Section D here or use Form Comments link below to see all comments on the form. You can add comments without taking an action on the request. All comments will be printed on the form and are viewable by employee.      Section D -- Approvals Section D is auto filled when action is taken via the Approve or Deny Request link below. You can only view who has acted on the request. You must view the Form Comments to see action taken by training approvers or an administrator. You can add or view additional comments linked to Section D here or use Form Comments link below to see all comments on the form. You can add comments without taking an action on the request. All comments will be printed on the form and are viewable by employee. Edit
     Section E -- Approvals/Concurrence Section E is for those bureaus and offices that have or want to record an additional Nominating Agency Official who is authorized to approve or deny request.      Section E -- Approvals/Concurrence Section E is for those bureaus and offices that have or want to record an additional Nominating Agency Official who is authorized to approve or deny request. Edit
     Section F -- Certification or Training Completion To be completed after training is attended.      Section F -- Certification or Training Completion To be completed after training is attended. Edit
Approve or Deny Request -- This section is to be completed by the employees immediate and/or second line supervisors/training approvers and auto fills section D with information from approvers user profile. The first training approver to act on request is listed first in Section D. If an administrator is acting on the request, they will be added to last approval line in Section D. Your office or bureau may just have one person which manages all training approval. Selecting Deny at any approval level prevents the request from any further edit and records action in approval queue and employee My Courses area. Selecting approval does not finalize the request in this section. This section allows you to record multiple approvers if required by your office or bureau. Approve or Deny Request -- This section is to be completed by the employees immediate and/or second line supervisors/training approvers and auto fills section D with information from approvers user profile. The first training approver to act on request is listed first in Section D. If an administrator is acting on the request, they will be added to last approval line in Section D. Your office or bureau may just have one person which manages all training approval. Selecting Deny at any approval level prevents the request from any further edit and records action in approval queue and employee My Courses area. Selecting approval does not finalize the request in this section. This section allows you to record multiple approvers if required by your office or bureau. Edit
Cancel Request Only use when the training has been approved but cancelled Do not use to deny training request. Cancel Request Only use when the training has been approved but cancelled Do not use to deny training request. Send
Send Confirmation Email -- This section provides final approval and does not allow additional edits to the form. When you send confirmation, the request is changed in the My Courses view. You can add or view comments, print form, or cancel the request after sending the confirmation e-mail. Send Confirmation Email -- This section provides final approval and does not allow additional edits to the form. When you send confirmation, the request is changed in the My Courses view. You can add or view comments, print form, or cancel the request after sending the confirmation e-mail. Send
Form Comments -- This section is for adding and viewing comments. All comments are printed on the form. Form Comments -- This section is for adding and viewing comments. All comments are printed on the form. View
Form Transaction History This section allows you to see student or others updates to SF 182 form fields. Form Transaction History This section allows you to see student or others updates to SF 182 form fields. View
Printable SF-182 Form You can print to printer or print to PDF if you have software to print to PDF. Printable SF-182 Form You can print to printer or print to PDF if you have software to print to PDF. View
Printable SF-182 Form Section G This is the Continuing Service Agreement. Printable SF-182 Form Section G This is the Continuing Service Agreement. View
This is an example with definitions of the
different sections of the SF-182.
34
Reports for SF 182 Data
Only a DOI LEARN administrator access can create
an SF-182 report and share it with supervisors
and managers.